1. Who I Am
JW Business VoIP is operated by Jake Wells as a sole trader ("I", "me", "my"), based in the UK and trading at jwbusinessvoip.co.uk.
I provide and personally set up business phone systems for small businesses and tradespeople, resold through an established national VoIP network. This policy explains how I collect, use, store and protect your personal data when you visit this website, get in touch, or become a client.
2. What Data I Collect
Data you give me directly: your name, email and phone number when you enquire or commission a line; details about your business so I can configure your greetings, routing and business hours; and payment details when you pay for set-up or your monthly line.
Data generated by using the service: call metadata (numbers, times, durations), call recordings and AI-generated summaries where recording is enabled, voicemail messages, and call analytics (volumes, missed calls, peak times). Where you choose to connect a CRM, relevant call data may be shared with that platform at your instruction.
Collected automatically via the website: your IP address and browser type, and anything submitted through the contact form, which is processed by Formspree.
3. How I Use Your Data
Your data is only used for specific, legitimate purposes: setting up and running your phone system, taking payment for the agreed price, responding to enquiries, keeping basic financial records for HMRC, and understanding feedback to run the business well. Call recordings and summaries are made available to you for training, dispute resolution, or keeping a record of your own conversations.
4. Lawful Basis for Processing
Under UK GDPR, I rely on: Contract (setting up and running the phone system you've commissioned, or preparing a quote at your request); Legitimate interest (replying to an enquiry, keeping call analytics available to you); Legal obligation (keeping financial records for HMRC); and Consent (for anything else, such as using a testimonial with your name attached — which you can withdraw at any time).
5. Who I Share Your Data With
Personal data is shared only where necessary: with the underlying VoIP network provider that delivers the phone service itself (calls, numbers, recordings and analytics are processed on their infrastructure), Formspree (processes contact form submissions), a payment provider if you pay by card or online transfer (I never store full card details myself), your own CRM provider where you've chosen to connect one, and HMRC or UK regulators where legally required.
6. How Long I Keep Your Data
Call recordings are retained for 30 days, after which they are automatically deleted from the network. AI-generated call summaries and call metadata/analytics are kept for the duration of your service plus a reasonable period afterwards to support any queries. Client contact and business details are kept for the duration of your service plus two years. Financial and payment records are kept for six years, as required by HMRC for sole traders. Enquiries that don't lead to a booking are kept for 12 months. When data is no longer needed, it's securely deleted — you can ask for earlier deletion at any time (Section 11).
7. Your Rights
Under UK GDPR you have the right to: access a copy of the data I hold about you, including call recordings involving you; have inaccurate data corrected; have data erased where it's no longer needed or you withdraw consent; restrict processing while you contest its accuracy; receive your data in a portable format; object to processing based on legitimate interest; withdraw consent at any time; and complain to the ICO if you believe your data has been mishandled (ico.org.uk, 0303 123 1113). There's never a charge to exercise any of these, and I'll always respond well within a month — see Section 11 to get in touch.
8. Cookies & Website Usage
This website uses only what's strictly necessary to function, plus the contact form. No advertising or tracking cookies are used, and nothing follows you across other websites. Full detail is in the Cookie Policy.
The contact form is provided by Formspree, a third-party service that processes submissions so they reach me by email — see their own privacy policy for how they handle data in transit.
9. How I Keep Your Data Secure
This website uses HTTPS encryption throughout. Call recordings, analytics and account details are held on the underlying network's infrastructure and are only accessible to me for your account — there's no team or subcontractor with access to client records on my side. Payment details are handled directly by the relevant bank or payment provider; full card numbers are never seen or stored by me.
10. Children's Data
This website and service are not directed at children, and I don't knowingly collect personal data from anyone under 18. If you believe a child has provided personal data through this site, please get in touch and it will be removed promptly.
11. Contact Me About Your Data
If you have any questions about this policy, want to exercise your rights, or have any concern about how your data is handled, get in touch: 07452 752398 or jake@jwbusinessvoip.co.uk.
You also have the right to complain to the UK's regulator, the Information Commissioner's Office: ico.org.uk, 0303 123 1113, or by post to Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. I'd always appreciate the chance to sort out any concern directly first.
12. Changes to This Policy
This policy may be updated from time to time to reflect changes in how the business runs, or in the law. The "Last updated" date above will change when that happens, and existing clients will be told directly if a change materially affects how their data is used. Continuing to use the website or service after a change means you accept the updated policy.
JW Business VoIP is operated by Jake Wells as a sole trader.